1040 Tax Process

Purpose

This SOP details the tax preparation process, providing a step-by-step guide for both the administrative and client experience. It ensures smooth execution, proper documentation, and tracking through each stage.

Quick Links and Resources

Links to be added.

Step-by-Step Process

1. Client Initial Entry (Landing Page Form)

• Action: Client completes the initial inquiry form on the landing page or website.
• Details Required:
  • First and last name
  • Primary email
  • Phone number
  • Selection of readiness: “Yes, 1040 Tax Preparation” or “Not Yet”
• Automation Trigger:
  • Stores client information in the CRM.
  • Sends a notification email to the admin and an invitation email to the client.

2. Email Notification and Editing

• Admin Steps:
  • Navigate to the Activity Stream in the CRM.
  • Review email notifications:
    • Admin Notification: Contains form details.
    • Client Email: Contains login link.
  • To edit emails:
    • Go to Forms > Lead Task Inquiry Form > Edit Notification Settings.
    • Adjust the portal invitation email using placeholders for dynamic fields (e.g., {user_first_name}).

3. Client Portal Access

• Client Action:
  • Click the link in the email to set their password and timezone.
  • Log in to the client portal.
  • View the onboarding dashboard and begin tax process.
  • Admin receives login notifications with IP tracking.

4. Onboarding Process

• Client Action:
  • Click Submit on the onboarding frame.
  • Proceed to the Agreements Page.
  • Review and sign the engagement letter (dynamic with client name).

5. Tax Organizer

• Client Action:
  • Fill out the organizer form with required details.
  • Option to save as draft or submit.
• Admin Verification:
  • Ensure details are updated in the CRM.
  • View client progress in the CRM’s Activity Stream.

6. Circle and Audience Management

• Purpose: Track clients through various stages using CRM circles and audiences.
• Process:
  • Client moves to the next circle (e.g., Organizer, Updates) as tasks are completed.
  • Use email automation for follow-ups and reminders.

7. Project Creation and Task Assignment

• Automation:
  • A project is created with predefined tasks after the organizer is submitted.
• Admin Steps:
  • Assign tasks to appropriate team members.
  • To edit task assignments:
    • Navigate to Projects > Task > Edit > Assign To.
  • Mark tasks as complete to trigger automation and update the client progress bar.

8. Document Review and Updates

• Admin Steps:
  • Review submitted tax documents.
  • Communicate missing documentation to the client via:
    • CRM Messaging Inbox
    • Email templates
  • Update progress as tasks are completed.

9. Invoice and Payment

• Admin Steps:
  • Generate and send the final bill:
    • Navigate to Tax Process > Final Bill.
    • Confirm client details and enter the invoice amount.
  • For manual payments:
    • Navigate to Invoices > Record Payment.
    • Record payment type and update the client progress bar.

10. Approval and Review

• Client Action:
  • Review tax draft and sign the necessary forms (e.g., Form 8879).
  • Schedule a tax review if needed.
• Admin Steps:
  • Upload signed forms to the client’s folder.
  • Transition to the E-Filing stage.

11. E-Filing and Final Steps

• Admin Steps:
  • Submit the tax return electronically.
  • Upload e-filing confirmation to the client’s folder.
• Client Notification:
  • System sends IRS acceptance confirmation email.

12. Completion and Dashboard Update

• Client Action:
  • View the completed process and all available resources on their dashboard.
• Admin Steps:
  • Confirm all tasks are marked complete in the CRM.
  • Ensure proper filing and documentation.

Important Notes

• Automation Sensitivity: Placeholder fields in emails must be handled carefully to avoid errors.
• Manual Steps: Certain actions, such as task reassignment, require manual input.
• Progress Tracking: Always update task completion to reflect the client’s progress bar.